David

/David Guilbault

About David Guilbault

In his role as VP of Customer Success, David Guilbault provides strategic vision and management for the Customer Success program and the Consulting Practice. Dave is a U.S. patent holder with a degree in Computer Science from the University of Southern Maine with more than two decades of experience in document solutions.
30 09, 2020

Law Firm Scanned Mail Should Not be Delivered by Email

2020-11-06T20:39:34+00:00 September 30th, 2020|Paper2Digital Blog|

Also published on LegalTech News
Also published on LegalTech News
View on LegalTech News

When the pandemic sent the workforce to home offices, most law firms quickly started scanning daily mail to email inboxes. Facilities management or mailroom staff went into the office and cobbled together a new work process to accommodate this method of digital delivery. But delivering scanned mail via the email system compromises the security, compliance and the integrity of the process.

Email is a highly susceptible point of security and compliance in the lifecycle of matter documents and client information. And it has proven to be a poor workflow management tool and perhaps more importantly, nearly impossible to govern.

Legal documents arriving in daily mail should not be delivered via scan-to-email for these reasons:

  • Scanned documents are stored residually in the email server, unmanaged. Sensitive client information delivered as attachments violates basic principles of information governance regarding storage and access.
  • The email inbox is not a workflow tool and cannot be easily shared with other workers to manage the multi-step process of review, profiling and notification. And there is no way to monitor that every item was properly processed, or even reviewed.
  • Scanned images create larger documents that may violate attachment and/or Inbox size limitations. Not to mention bloated message stores that create headaches for IT managers.
  • Email messages are a key attack vector for phishing attempts while email attachments are a significant source of malware. Building a mission-critical application on arguably the weakest link in the IT infrastructure would never be advised if starting from scratch.

Clients pay attention to this.  Year over year, the ACC survey of Chief Legal Officers show that the governance and management of their information is a top concern. Accordingly, law firms have invested heavily in document management systems (DMS) to store client information. The DMS has become the primary productivity and governance tool for firms to service clients and protect their information. Therefore, the DMS should be the delivery platform for scanned daily mail.

Lawyers and law firms storing documents outside of the DMS expose the firm and its clients to multiple layers of risk—financial, ethical, regulatory and security risks. Such exposure is magnified by a new scan-to-email delivery of legal mail to remote workers.

If 2020 has taught us anything, it is that our shift in operations to include a home workforce is not temporary. Therefore, law firms need something better than the patched together scan-to-email process established earlier this year.

Forced to use existing copier-based technology, law firms are jamming mission-critical mail delivery through a system designed for ad hoc use where scanning occurs one document at a time. Quality checks are difficult and unstructured, evidenced by the fact that scanned mail is still retained in makeshift filing boxes, or delivered to empty desks for later pickup and review.

If the firm’s existing scanning system and email platform is not well suited to take on this important application, what does a modern, compliant mailroom operation look like?

The modern mailroom is a digital operation, comprised of software, process and clerical workers. The operation is founded on productivity, security and reliability. Software and process enables current clerical staff to work efficiently and with minimal training. They scan, QC, and securely deliver daily mail as searchable PDFs to a legal practitioner’s daily mail folder in the DMS, e.g. iManage or NetDocuments. Digital mail delivered into the DMS should accommodate the options of delivering to attorneys, their assistants, profiling staff, or even directly into the matter when teams are sharing work.

Mailroom software should make DMS deliveries using existing secure methods, but not require mailroom operators to have DMS logins. Nor should mailroom operators need to learn complex profiling procedures, or unique and changing delivery preferences and notifications for mail recipients. The solution must support batching of work – such as profiling, stack scanning, and QC checking. It should enable scanning with in-place multi-function copiers or scanners, without adding hardware, software, or requiring complex or error-prone keystroking while standing at an office machine.

To provide operational integrity, firms will also need automated quality controls for the process, a remote help desk and reporting.

The good news is that a digital mailroom, run optimally, now routinely digitizes the biggest remaining flow of inbound paper documents – daily mail. The better news is that longstanding Paper2Digital® initiatives will now accelerate, without the pushback from attorneys who insist on paper files. A digital mailroom now becomes the driver towards a conclusive Paper2Digital® transformation.

About the Author
In his role as VP of Customer Success, David Guilbault provides strategic vision and management for the Customer Success program and the Consulting Practice. Dave is a U.S. patent holder with a degree in Computer Science from the University of Southern Maine with more than two decades of experience in document solutions.

David Guilbault, VP of Customer Success

David Guilbault

24 07, 2019

Webinar – KwikTag Legal End of Life & Postmark Upgrade Program

2019-08-02T17:35:25+00:00 July 24th, 2019|Presentations and Webinars|

Archived Webinar Resources

  • Friday, July 19, 2019 at 12:00pm Eastern Time.
  • Tuesday July 23, 2019 at 12:00pm Eastern Time.

Registration for this webinar is closed now.

Presenter

David Guilbault, VP Customer Success

Postmark Upgrade Info

Webinar Topic:

This is an important preview of how KwikTag Legal will be phased out and replaced with the new Postmark Scan software. Be among the first to see how Scanback adds convenience scanning with the simplicity of stamps. Learn about what’s new in the latest release and get answers to any of the technical or operational questions you may have. Get fully informed and plan ahead in this 45-minute session.

Agenda:
1. KwikTag Legal end of life important dates and timeline.
2. Preview Scanback, Stamps and Mailman 3.
3. Postmark Upgrade Program.

20 03, 2019

Webinar – Postmark 2.2 New Features for 2019

2019-04-02T20:10:42+00:00 March 20th, 2019|Presentations and Webinars|

Archived Webinar Resources

Friday, March 15, 2019 at 1:00pm Eastern Time.

Registration for this webinar is closed now.

Presenter

David Guilbault, VP Customer Success

Webinar Topic:

First Look at Postmark 2.2

  • New Features
  • Existing Functionality Enhancements
  • Latest Fixes
  • Scanback Overview
  • New Stamps
  • Advancing Security
  • Expanded Canon Compatibility

Demo iManage DMS

Q&A for KwikTag Legal customers planning Postmark 2.0 upgrades.

17 09, 2012

A Mix of Digital and Paper

2012-09-17T09:20:12+00:00 September 17th, 2012|Paper2Digital Blog|

In his latest post at iPhone J.D. Jeff Richardson recounts a recent conference where he teamed up with Judge Dan Hinde to discuss useful iPhone apps for judges. Many are familiar but the most interesting application to me was more than an app.  Paper in the form of a warrant passes from the world of atoms to the realm of bits and back again. (more…)

6 09, 2012

ILTA 2012 Panel Discussion – Scan with a Plan

2012-09-06T11:25:47+00:00 September 6th, 2012|Paper2Digital Blog|

On the last day of the conference, Steve Irons hosted a panel discussion called, Scan with a Plan: Digitizing Content for Your ECM System. It was very well attended and received (obviously I’m biased). The session stemmed from the amazing success of our roadshow event: What’s Your Scanbition? ILTA planners then added it to the conference with an emphasis on the experiences of actual law firms.

The presentation that Steve used for the session is available here: DocSolid ILTA 2012 Conference.

We also have a recording of the What’s Your Scanbition? presentation that kicked this all off available here.

9 06, 2012

Minutes Count

2012-06-09T16:25:53+00:00 June 9th, 2012|Paper2Digital Blog|

I was speaking to one of our new customers recently. Their rollout had just begun with a pilot of 100 users. As a large corporate legal environment, projects move more deliberately than in our traditional law firm customers.

My contact, David was happily reporting the positive reception the users were giving KwikTag. Our tagging method was proving popular because it enabled the legal staff there do the profiling and their FM to do the scanning. This separation of “church and state”, seen at many of our law firm customers was evident even in the corporate world.

David recounted a demonstration that his boss, Joe provided to some visiting FM folks who were checking on this very high profile account. Besides KwikTag, the FM had included eCopy embedded into many of their new machines. One of its features enables users to profile a document standing at the copier for delivery into iManage.

The demo consisted of standing at the copier and entering the profile information at the control panel using the embedded software and the keypad of the device. This process took 6 minutes, for a single document. Fortunately, Joe only had one document because he would have to repeat the steps for a second.

Joe then walked over to his desk, used his desktop with its iManage client and full sized keyboard to profile a document. Then walked over to the same copier, selected KwikTag as the scan destination and hit go. This process took 2 minutes. he pointed out that he could have profiled multiple documents at his desk and then dropped in the whole stack to send to KwikTag.

Joe’s demo was a way of asking the obvious question: Why would someone stand at a copier to profile, when they could sit at their desk and have someone else scan for them?

21 05, 2012

10 Brainteasers to Test Your Mental Sharpness

2012-05-21T10:33:47+00:00 May 21st, 2012|Paper2Digital Blog|

Here at DocSolid, we’re proud of the fact that we are able to see the paper problem in a different way. Focusing on people rather than technology. But even we get reminded that our brains make decisions for us without our knowledge.

Holly Green, a contributor at Forbes.com provides us with a short test as an example of this idea.

10 Brainteasers to Test Your Mental Sharpness – Forbes http://onforb.es/JI1yWS via @sharethis

18 04, 2012

DocSolid Tackles Scanbition at ALA Conference

2012-04-18T05:35:51+00:00 April 18th, 2012|Press Releases|

*** FOR IMMEDIATE RELEASE *** 

DocSolid Tackles Scanbition at ALA Conference with Presentation from Vice President David Guilbault

PHOENIX – April 18, 2012 – DocSolid, a leader in document scanning solutions for the legal market, today announced that its Vice President David Guilbault will be presenting at the Association of Legal Administrators’ (ALA) Annual Conference. The session titled “Scan with a Plan: What Is Your Firm’s Scanbition?” is scheduled for April 24 at 2:15 PM and outlines how strategic scanning helps law firms reduce paper storage and expenses and create a more efficient work environment.
(more…)

25 10, 2011

I Stubbed My Toe at the ILTA Conference

2011-10-25T00:11:04+00:00 October 25th, 2011|Paper2Digital Blog|

Sometimes we have to stub our toe to understand what needs to be moved. Like a stack of filing boxes blocking the firm’s hallway everyday, we have to gain awareness of the problem before we can solve it. Ouch!

So here’s the first thing I learned: every law firm is scanning.  They have various capabilities spread across their firms – but they aren’t scanning in a way that could make a big difference for their organizations.

Firms seem to scan for convenience, as in “this document must be digital” rather than to improve their process or productivity.

This information was reinforced on our ILTA road shows. We’ve visited Phoenix, Washington DC, Chicago, New York, New Jersey, LA, San Francisco and the Silicon Valley. In every city we’ve asked these questions:

Do you scan more paper than you file? NO

Do you scan more paper than you store offsite? NO

Over 95% of the firms say NO. Today’s law firm battles the onslaught of incoming paper with the tools of a prior century: redwells and boxes. Filing it onsite, then moving it to offsite storage. Meanwhile, those paper files are disconnected from the electronic matter files, and from the other systems that automate the firm. Paper wins. The firm loses.

But the big realization, what really hit me: firms are complacent about their ability to scan. Obviously the scanning is getting done because scanning is ‘enabled’ at the copiers, right? There seemed to the general impression that this was enough, my work is done. Ouch! Awareness time. Obviously simply enabling scanning at the copiers isn’t enough. If it were, paper wouldn’t be winning.

Having stubbed my toe at the ILTA Conference on this complacency about scanning, I realize it’s time to start talking about…

  1. The Return on Investment for a serious scan capture solution, that unifies the electronic client matter by putting scanned images in the DM alongside related emails and Word documents.
  2. That serious scanning can and should be reducing file room and offsite storage, creating real savings for the firm.
  3. Demanding that our investments in scanning technology provide game-changing productivity gains and cost reductions is achievable and necessary.

Paper has a major head start, let’s catch up.

16 08, 2011

DocSolid Connects Autonomy iManage to Airmail2 Cloud-Based Scan Capture

2018-04-04T23:08:53+00:00 August 16th, 2011|Press Releases|

For Immediate Release

DocSolid Connects Autonomy iManage to Airmail2 Cloud-Based Scan Capture

NASHVILLE – ILTA 2011 – Aug. 15, 2011 – DocSolid, a leader in enterprise document scanning solutions for law firms, today announced that it has integrated its cloud-based Airmail2 enterprise scanning solution with the Autonomy iManage document management system.
(more…)